For capital purchases over $2,000, Nazareth College requires a Purchase Order Requisition form. Include vendor name, vendor address, fax number, items ordered, and the general ledger account number to be charged. Obtain department head approval and forward to Accounts Payable.  Purchase orders may be uesd for other purchases, such as if required by the vendor.

Purchases orders over $25,000 require three (3) bids from different vendors with an explanation as to the winning bid.

Purchase orders over $100,000 require additional approval from the Vice President for Finance and Administration in addition to with three (3) bids from different vendors.

If there is a sole source vendor, an explanation must be provided.

Purchase orders are printed once each week on Mondays. The Purchase Order copy will be forwarded to the requisitioning department. AP will fax or email the original Purchase Order to the vendor upon your request and when the fax number or vendor email address is provided.

• All technology-related purchases must be processed through ITS:
• Contact Mary Jo Callahan
• All furniture purchases must be processed through Facilities:
• Contact Michelle Civiletti
• All other capital expenditures:
• Contact Dean or Vice President of requisitioning department for approval

Accounts Payable receives the invoice matching an outstanding PO, stamps it with "Approval for PO Payment" and forwards to the requisitioning department for approval. If the order has been fullfilled/goods have been received, the requisitioning department will mark the invoice as "Okay to Pay" and returns it to Accounts Payable for the payment to be processed.

• Our purchasing card (P-Card) program is limited and is recommended for departments with a large monthly volume of small dollar amount purchases that would typically be covered by an individual then seeking reimbursement.
• The P-Card is meant for small dollar purchases under $500.
• The P-Card cannot be used for travel-related expenses (including meals) or capital purchases.
• To request a P-Card for yourself or your department contact the P-Card Administrator, Colleen Costanza, at ccostan5@naz.edu.

Invoices are handled much like Check Requests, however you do NOT need to complete a Check Request to have an invoice paid. All invoices should be submitted electronically to Accounts Payable via the AP email:  accountspayable@naz.edu. It is important to include the vendor name, amount and invoice number in the Subject Line of the email. Invoices must include the 14-digit general ledger account number and departmental approval before being submitted to Accounts Payable. Invoices are approved by Director of AP or AP Manager. Invoices will be scheduled for payment based on the due date noted by vendor.

Nazareth AP utilizes a third party payment provider, Paymerang, to make all vendor payments. Invoice payments are in the form of a check, ACH deposit or credit card payment, as determined by the vendor.

W-9 form information

Use the Check Request Form.

All check requests, with supporting documentation, need to be submitted electronically to the AP email: accountspayable@naz.edu. Your email subject line should include the date of check request and total amount of the reimbursement or payment.

Please include the vendor name and address, amount requested, general ledger account number(s) to be charged, and an explanation for the request. 

Employees completing a Travel Reimbursement Form, or a Check Request Form for an expense reimbursement, need to include their current mailing address to assist us in properly identifying your system record.

IMPORTANT: Scan receipts and/or supporting documentation along with the Check Request Form. Preferred: Check Request and supporting documentation in a single PDF document.

Employees are reimbursed via ACH and need to set up banking Information for Accounts Payable in Naznet. Find links to the required documents in the Reimbursement Section below.

Submission Deadline: Approved check requests need to be received by 4:30 PM Tuesday to be included in check processing the following Thursday. 

Use this guide for payments to students: Student Payments Flow Chart

Student Payment Check Request Form

Gift card purchases are not allowed for any Nazareth employee – faculty, staff or student. Nazareth College Purchasing cards (Pcards) may not be used to purchase gift cards for any reason.

Additional Compensation to Employees

No employee should receive a gift card. If the employee's supervisor wants a stipend to be considered they must complete a "Notice of Personal Action" (NPA) through the Human Resource Office. If approved, the employee would receive the additional amount through payroll.

Allowed Gift Card Purchases:

• Volunteers - as a small token of appreciation or "thank you" for their time and effort at the discretion of the department head responsible for the volunteers.
• Prizes awarded at Student Experience events.

Explanations must be provided for any gift card purchase. Include the following information:

• Why was the gift card purchased?
• Who is the recipient of the gift card?

The maximum amount allowed for any gift card is $50.

Accounts Payable maintains a credit card with Wegmans. The card may be signed out from the Accounts Payable Office in Smyth #42.  The card must be returned with the original receipts approved by the supervisor from the originating department within 24 hours.

Nazareth also has a BJ's membership card. However, it is NOT a credit card.  The membership card allows us to purchase as a tax-exempt organization.  An individual using this membership card will still be required to provide form of payment at the time of purchase.

For payment requests using funds from department(s) other than one’s own and/or using funds from multiple sources:

• Obtain that Department Head’s written approval, amount approved, and their 14-digit general ledger account number on invoice/check request, or
• Request emailed approval from that Department Head allocating their funds towards your specific payment.

The email must state:

• The specific dollar amount they are approving
• The 14-digit general ledger account number to be charged
• A reference to the specific reason for payment

Print and attach the email to the approved invoice or check request. Forward to Accounts Payable for processing.

On the approved invoice/check request, please make note to Accounts Payable that there are additional funding sources so the staff can allocate the funds appropriately within the payment system. The check request has additional lines for multiple funding sources.

NOTE: All invoices/check requests must have at least one handwritten approval; additional approvals can be in an electronic format (i.e. email).

• Payment request form
• Nonresident alien questionnaire
• Foreign visitors honoraria attestation form
• Frequently asked questions for departments and nonresidents

• E-Check Bank Account Setup Instructions
• Travel and Entertainment Expense Reimbursement Policy
• Travel Expense Report
• Missing Receipt Form